9300-3          RECONCILING PROGRAM REPORTS

The three Monthly Benefit Reports and the Quarterly Expense Report must reconcile in order to be accepted and for the NFAPNative Family Assistance Program agency to receive their next advance payment or final payment.

The monthly reports are intended to provide the monthly, quarterly, and annual 'caseload' for each Tribal TANFTemporary Assistance to Needy Families program so the Department of Health can report the Total Number of Families Served under the Program with MOEMaintenance of Effort Funds on the ACF-204 (Part B) report each year.   

There are some items listed on the Quarterly Expense Report that are not listed on the Monthly Benefit Report.

Non-Assistance

• Heating or utility payments who are have income under 200% FPLFederal Poverty Limitations and have a dependent child in the home. Includes but is not limited to: LIHEAPLow-Income Home Energy Assistance Program, LIHWAPLow-Income Household Water Assistance Program, natural gas, heating oil, propane, coal, gasoline, wood, electricity, water, waste water, etc.  

• Child care for families who are employed.

• Transportation supportive services for families who are employed.

• Subsidized employment payments, including for at-risk youth. Includes:  payments made to employers or third parties to help cover the costs of employee wages, benefits, supervision, and training).

• Education and training activities

• Services such as case management, counseling,  peer support, child care information and referral, information on and referral to Medicaid, CHIPChild Health Insurance Program, SNAPSupplemental Nutrition Assistance Program, and Native Employment Works (NEW) programs, transitional services, job retention, job advancement, and other employment-related services that do not provide basic income support.

• Non-recurring short-term benefits

• Diversion payments

TANF Systems Costs

• Administrative costs for information technology and computerization needed for tracking or monitoring required by or under part IV-A of the Act. The systems exclusion applies to items that might normally be administrative costs, but are systems-related and needed for monitoring or tracking purposes under TANFTemporary Assistance to Needy Families. These are not limited to 15% of the total amount of countable expenditures in the current FFY.

Other

• Other costs that for non-benefit activities that meet a TANFTemporary Assistance to Needy Families Goal. Prior approval must be given by DPADivision of Public Assistance Grant Manger; BIABureau of Indian Affairs AOTR; and Region X (10) ACFAdministration for Children and Families | OFAOffice of Family Assistance Program Specialist.

TANF Administrative Costs

• Administrative costs - limited to 15% of the total amount of countable expenditures in the current FFY. “Administrative costs” are those costs necessary for the proper administration of the TANFTemporary Assistance to Needy Families program. It includes costs for general administration and coordination of these programs, including contract costs and all indirect (or overhead) costs. Examples of administrative costs include:

• Salaries and benefits of staff performing administrative and coordination functions.

• Activities related to eligibility determinations.

• Preparation of program plans, budgets, and schedules.

• Monitoring of programs and projects.

• Fraud and abuse units.

• Procurement activities.

• Public relations.

• Services related to accounting, litigation, audits, management of property, payroll, and personnel.

• Costs for the goods and services required for administration of the program such as the costs for supplies, equipment, travel, postage, utilities, and rental of office space and maintenance of office space, provided that such costs are not excluded as a direct administrative cost for providing program services.

• Travel costs incurred for official business and not excluded as a direct administrative cost for providing program services.

• Management information systems not related to the tracking and monitoring of TANFTemporary Assistance to Needy Families requirements (e.g., for a personnel and payroll system for State staff).

• Preparing reports and other documents.

When the program manager receives the Quarterly Expense Report, they will compare it to the Monthly Benefit Reports for the quarter. If they reconcile, the program manager will approve the next payment in GEMS. If they do not reconcile, the program manager will contact the agency and ask for amended reports to fix the discrepancy.